EchoBook — Privacy Policy
Last updated: 16 October 2026
Product: EchoBook (com.echobook.app)
Website: https://www.echobookapp.com
Contact: [email protected]
1. Introduction
EchoBook (“EchoBook,” “we,” “us,” or “our”) provides a mobile application and related services that help registered business merchants capture sales, purchases, expenses, and related business documents (including via WhatsApp), confirm them in the EchoBook app, and update connected accounting and inventory systems.
This Privacy Policy explains what information we collect, how we use it, with whom we share it, and the choices available to you. It applies to:
- the EchoBook Android / mobile application;
- our websites at www.echobookapp.com (and related pages such as this Privacy Policy and Terms);
- our APIs and backend services;
- our WhatsApp Business messaging channel used for document capture and operational messages.
This Policy does not replace the privacy policies of third parties such as Meta/WhatsApp, Google Play, payment providers, or your accounting/ERP host.
By creating an account or using EchoBook, you agree to this Privacy Policy. If you do not agree, do not use the Service.
2. Who this Service is for
EchoBook is a business tool for merchants, shop owners, managers, and authorized staff. It is not directed to children. We do not knowingly collect personal information from anyone under 16 (or under 18 where required by local law for business contracts). If you believe a minor has provided us data, contact [email protected] and we will take appropriate steps.
3. Information we collect
Depending on how you use EchoBook, we may collect and process the following categories.
3.1 Account and identity information
- Name, email address, phone number / WhatsApp number
- Authentication credentials and session tokens (handled via our auth provider)
- Role within a merchant account (owner, manager, cashier, etc.)
- Business / company name and onboarding profile details
3.2 Merchant and business operational data
- Shop / warehouse details, team membership, permissions
- Preferred language, timezone, base currency, and daily exchange rate (“taux”) where used
- Business contacts (customers / suppliers) and inventory-related references
- Subscription plan, billing status, quotas, and payment confirmation metadata
3.3 Documents, photos, and derived bookkeeping data
- Photos or images of invoices, receipts, delivery notes, and similar business documents (captured with the device camera or selected from device storage; or sent via WhatsApp)
- Message text related to bookkeeping flows
- Parsed / OCR / AI-extracted data (line items, totals, partner names, document type, and related matching results)
- Confirmation decisions and posted transaction references in connected ERP/accounting systems
3.4 Communications and support
- Support tickets, emails, in-app support messages, and related attachments you send us
- Push notification tokens and notification delivery status
3.5 Device, diagnostics, and technical data
- Device type, OS version, app version
- Approximate technical logs (timestamps, request metadata, error messages)
- Crash reports and performance diagnostics (for example via Sentry), which may include device and app state at the time of an error
- IP address and similar network metadata as processed by our hosting providers
3.6 Payment-related information
Payments may be processed by third-party providers (for example card processors such as Stripe, Mobile Money providers such as PawaPay, or cash confirmation by our operations team).
We typically receive payment status, transaction/reference IDs, plan, amount, currency, and merchant identifiers. We do not intentionally collect full payment card numbers through WhatsApp or free-text chat. Card details entered on a payment provider’s checkout are handled by that provider under their terms and privacy policy.
3.7 Information we do not intentionally seek
Please do not send unnecessary sensitive personal data (for example government ID numbers, health data, or biometric templates) in chat or document photos unless required for a lawful business record you choose to store.
4. App permissions (Android / mobile)
EchoBook may request the following permissions. You can deny or revoke them in system settings; some features will not work without them.
| Permission | Purpose |
|---|---|
| Camera | Capture photos of invoices and business documents for bookkeeping |
| Photos / media / files | Select existing images of invoices and documents from device storage |
| Notifications | Send push alerts for pending confirmations, digests, day-close reminders, billing/support, and operational updates |
WhatsApp interactions use Meta’s platforms; messaging permissions and delivery are governed by Meta/WhatsApp in addition to this Policy.
5. How we use information
We use the information above to:
- Create and manage merchant accounts, shops, and team access
- Authenticate users and prevent unauthorized access
- Receive, store, parse, and match business documents (including with OCR / AI)
- Enable confirmation workflows in the app and post confirmed entries to connected ERP/accounting systems
- Operate WhatsApp capture and related operational messages for registered numbers
- Provide reports, day-close summaries/PDFs, notifications, and support
- Process subscriptions, renewals, payment confirmation, and entitlements
- Maintain security, troubleshoot crashes, monitor reliability, and improve the Service
- Comply with legal obligations and enforce our Terms
We process data for these purposes on the bases of contract performance (providing the Service you subscribe to), legitimate interests (security, fraud prevention, service reliability, product improvement), and consent where required (for example certain device permissions or marketing, if offered).
6. How we share information
We do not sell personal information.
We share information only as needed to operate EchoBook, including with:
| Category | Examples of use |
|---|---|
| Cloud hosting & infrastructure | Run APIs, storage, and secure delivery of the Service |
| Database / auth providers | Account storage, authentication, operational data (e.g. Supabase) |
| Meta / WhatsApp | Message and media delivery for WhatsApp capture and alerts |
| AI / document parsing providers | OCR, extraction, and matching (e.g. Google Gemini and related embedding services) |
| ERP / accounting systems | Sync catalog and post confirmed sales, purchases, stock, payments, and journals for your merchant |
| Payment processors | Card / Mobile Money checkout and payment status (e.g. Stripe, PawaPay) |
| Crash / diagnostics tools | Error monitoring and reliability (e.g. Sentry) |
| Push notification infrastructure | Deliver mobile push notifications (e.g. Expo push services) |
| Professional advisers / authorities | When required by law, legal process, or to protect rights, safety, and security |
Staff members you invite may access merchant data according to the permissions you grant. You are responsible for authorizing only people who should see your business records.
7. International transfers
Our service providers may process data in countries other than where you are located. Where required, we rely on appropriate safeguards offered by those providers (such as contractual protections) and apply reasonable security measures.
8. Retention
We retain information for as long as needed to:
- provide the Service to the merchant account;
- maintain business records you created through EchoBook;
- resolve disputes, enforce agreements, and meet legal, tax, or accounting requirements;
- secure and debug the Service (including limited diagnostic logs).
Temporary conversation or workflow metadata may be overwritten when a flow completes. Stopping WhatsApp messages or uninstalling the app does not by itself delete all historical records. See Section 10 for deletion requests.
9. Security
We use industry-standard measures appropriate to a SaaS product, including HTTPS for public endpoints, access controls, environment-based secrets, and least-privilege service credentials where practical. No method of transmission or storage is 100% secure. You are responsible for protecting account credentials, device access, and authorized team membership.
10. Your rights and choices
Subject to applicable law and account authorization, merchants may request:
- Access to personal / account data we hold
- Correction of inaccurate profile or account fields
- Deletion of personal data and certain operational records we control
- Restriction or objection where legally applicable
- Withdrawal of consent for optional permissions (via device settings)
- Export of certain data where required by law or offered in-product
How to request deletion or privacy support
Email [email protected] with:
- subject:
EchoBook Data Deletion(orEchoBook Privacy Request); - registered company / merchant name;
- account email and/or WhatsApp number used with EchoBook;
- description of the request.
We will verify that the requester is authorized for that merchant account before acting. We may retain limited information where required by law, for security, billing disputes, or backup integrity.
You may also control:
- camera / photos / notification permissions in your device settings;
- WhatsApp communication preferences through WhatsApp / Meta settings;
- marketing emails (if any) via unsubscribe links we provide.
11. Children’s privacy
EchoBook is intended only for business users. We do not knowingly collect personal information from children. See Section 2.
12. Third-party services and links
The Service integrates with third-party platforms (WhatsApp, payment providers, ERP hosts, app stores, analytics/crash tools). Their processing is governed by their own policies. We are not responsible for third-party sites or services we do not control.
13. Changes to this Policy
We may update this Privacy Policy from time to time. The “Last updated” date will change when we publish revisions. Material changes may also be communicated in-app, by email, or on https://www.echobookapp.com. Continued use of the Service after an update means you acknowledge the revised Policy.
14. Contact
EchoBook Privacy
Email: [email protected]
Website: https://www.echobookapp.com
Privacy Policy URL: https://www.echobookapp.com/privacy
Support: https://www.echobookapp.com/support